Integrate with PayClock Online

Complete all the steps below to set up the integration and start syncing data between Gusto and PayClock.

Step 1: Connect to Gusto from PayClock Online

This integration works with all PayClock Online and Gusto plans. You must be an admin in both platforms to set up the integration. 

1. Sign in to PayClock Online.
2. In the left menu, go to Integrations.
3. Click New.
4. In the “Payroll Type” dropdown, select Integrations: Gusto.
5. Click Setup Payroll Integration.
6. If you already have a Gusto account, click Next.
   • If you do not have a Gusto account: Click Create Gusto Account to set one up. Once you onboard to Gusto, return to PayClock to finish integrating your accounts.
7. Enter a nickname for the integration. This is how the integration will be listed in your PayClock admin account. 
8. Under “Settings,” choose your sync options:
   • If you want to be able to sync your company work address from Gusto to PayClock: Click the checkbox next to "I want PayClock to synchronize company data from the Gusto Company." 
   • If you’d like the company work address to sync from Gusto to PayClock right after you connect the integration: Click Synchronize PayClock from Gusto when wizard is complete.
9. Click Next.
10. Click Authorize with Gusto.
11. Enter your Gusto admin credentials and click Authorize.
12. TimeClock will display a message to confirm once your accounts are connected. Click Save.

Head to step 2 below to set up mappings so data can sync to the correct places.

Step 2: Set up mappings

In order for syncs to run, you’ll need to map your employees and pay codes. This will allow data to sync to the correct locations in Gusto and PayClock. 

Map employees

Mapping employees means confirming which Gusto profiles correspond to which PayClock profiles. Start by running a manual sync: 

1. In PayClock, go to the Integrations tab.
2. Choose your Gusto integration.
3. In the General tab, click Sync Personnel Data.
4. Click the new tab that appears called Sync Conflicts.
5. In the Sync Conflicts tab, choose an action for each employee. 
   • Create New Employee: This adds the employee to PayClock and creates a new PayClock profile for them.
   • Import as Inactive: This adds the employee to PayClock but sets them as inactive. This means they’ll be listed in PayClock but without the ability to clock in and out. 
   • Exclude Employee: This excludes the employee from being synced to PayClock.
   • Map to an existing employee: If there is a match for the employee’s name or email in Payclock, you’ll have the option to select their name here. This will allow their data to be synced between Gusto and PayClock.
6. Click Save. 

If all the employees have been mapped, the Sync Conflicts tab will disappear. Go to the Employees section to review the sync. 

Map pay codes 

Finally, you’ll need to map your PayClock pay codes to specific Gusto earning types. Here’s how:

1. Sign in to PayClock.
2. Go to Integrations.
3. Choose your Gusto integration.
4. Choose the Pay Codes tab.
5. Match each PayClock code to a Gusto earning type.
6. Click Save.

The next time timecard data syncs from PayClock to Gusto, timecards will be associated with the people and earning types you selected.  

Once you connect the integration and set up mapping, syncing can begin. You can schedule automatic syncs or manually sync data anytime. 

Employee data that syncs from Gusto to PayClock

• Personal info: First and last name, middle initial, and birth date.
• Work info: Hire date, work email, employment status (active, inactive, or terminated), whether they’re salaried or hourly, and work address.

Company data that syncs from Gusto to PayClock

• Company work address 

Time data that syncs from PayClock to Gusto: 

• Worked time by pay code
• Non-worked time by pay code

Updating data that’s included in the sync

Once you set up the integration, the company work address and any employee data included in the sync (such as their name, home address, and work address) can only be edited in Gusto. If a field is grayed out in PayClock, this means it can only be updated in Gusto. It will be updated in PayClock the next time a sync runs.

Set a sync schedule

Follow the steps below if you want syncs to run on a schedule: weekly, bi-weekly, or monthly. 

1. Sign in to PayClock.
2. Go to Integrations.
3. Select your Gusto integration.
4. Go to the Scheduled Sync tab.
5. Under “Company Sync Schedule” or “Employee Sync Schedule,” click the checkbox next to Enable Schedule.
6. Under “First Run Date,” choose the first time you’d like the sync to run.
7. Under “Frequency,” choose how often you’d like the sync to run: Weekly, Bi-weekly, or Monthly.
8. Set the sync time and time zone.
9. Click Save.

Set up instant automatic syncing

If you want data to sync automatically to PayClock each time employee or company data changes in Gusto, follow these steps:

1. Sign in to PayClock.
2. Go to Integrations.
3. Select your Gusto integration.
4. Go to the Automatic Sync tab.
5. Click the checkbox next to "Automatically synchronize Mapped Employees."
6. Click Save.

Changes to employee or company data will automatically sync into PayClock Online.

Use manual sync if you want to update employee, company, or time data right away. 

Sync employee or company info

Here’s how to manually sync data about employees or the company. For example, run a sync if a work address has been updated in Gusto and you want it to update in PayClock right away. 

1. Sign in to PayClock.
2. Go to Integrations.
3. Select your Gusto integration.
4. To sync employee info: Click Sync Personnel Data.
   • Once the sync is complete, go to the Employees tab in PayClock to review updates.
5. To sync company info: In the General tab, click the checkbox to include company data. Click Sync Personnel Data.

Send timecard data to Gusto

To send employee hours to Gusto:

1. Sign in to PayClock.
2. Go to Integrations.
3. Select your Gusto integration.
4. In the General tab, click Sync Payroll Data.
5. Choose the pay period.
6. Click Synchronize. 
   • If an error message appears, click here to troubleshoot.
7. Refresh the page to see a notification that the sync is complete. Click the notification to review the entries that were sent to Gusto.
8. To find the synced timecard data in Gusto:
   • Sign in to your Gusto admin account.
   • Head to the Pay section. 
   • Find the pay period and click Run payroll to review hours by employee.

Change an employee’s mapping

If an employee was mapped incorrectly or if you need to change their mapping, here’s how: 

1. Sign in to PayClock.
2. Go to Integrations.
3. Select your Gusto integration.
4. Click Manage.
5. Choose Remove Employee Mappings.
6. Select each employee whose mapping you need to change.
7. Click Remove Employee Mapping.
8. To re-map the employee, you’ll need to run a manual sync. Click Sync Personnel Data.
9. A tab called Sync Conflicts will appear next to Pay Classes. 
10. In the Sync Conflicts tab, find each employee you need to update and choose their new mapping. 
11. Create New Employee: This adds the employee to PayClock.
12. Import as Inactive: Adds the employee to PayClock but sets them as inactive. Inactive employees are listed in PayClock, but they do not have the ability to clock in and out. 
13. Exclude Employee: This excludes the employee from being synced to PayClock.
14. Map to an existing employee: If there is a match for the employee’s name or email in Payclock, you’ll have the option to select their name here. This will allow their data to be synced between Gusto and PayClock.
15. Click Save. 
16. If all employees have been mapped, the Sync Conflicts tab will disappear. Go to the Employees section to check the update. 

Include an excluded employee

If an employee was previously set as excluded from the sync, here’s how to include them so their data can sync between Gusto and PayClock:

1. Sign in to PayClock.
2. Go to Integrations.
3. Choose your Gusto integration.
4. Click the Exclusions tab.
5. Find the name of the employee. In the dropdown next to their name, select Include Employee.
6. Click Save.
7. Run a manual sync to add their info to the Employees tab of the integration.

Here’s where to find sync error details:

1. After you run a sync in PayClock, refresh the page.
2. In the top-right corner, click the notification bell.
3. Click on any notification to see more details.

A “Sync Conflicts” tab appears

If there are any issues with employee mapping, a Syncing Conflicts tab will appear in PayClock right after you try to run the sync. Here’s how to find and resolve this:

1. After you run a sync in PayClock, refresh your page.
2. If a Sync Conflicts tab appears next to the Pay Classes tab, there are employee mappings to update. Click Sync Conflicts to begin. 
3. Review the list of employees. For any without a mapping, choose one for them:
   • Create New Employee: This adds the employee to PayClock.
   • Import as Inactive: Adds the employee to PayClock but sets them as inactive. Inactive employees are listed in PayClock, but they do not have the ability to clock in and out. 
   • Exclude Employee: This excludes the employee from being synced to PayClock.
   • Map to an existing employee: If there is a match for the employee’s name or email in Payclock, you’ll have the option to select their name here. This will allow their data to be synced between Gusto and PayClock.
4. Click Save. 
5. If all employees have been mapped, the Sync Conflicts tab will disappear. Re-run the sync and go to the Employees section to check the update. 

The integration says “Disconnected”

If your integration becomes disconnected, you can reconnect it in PayClock:

1. Sign in to PayClock.
2. Go to Integrations.
3. Find the Gusto integration.
4. Click Authorize with Gusto.
5. Sign in to your Gusto admin account. 

Error message: “No pay classes mapped”

You'll receive this error if there are any pay classes that need to be mapped to Gusto pay schedules.

1. Sign in to PayClock.
2. Go to Integrations. 
3. Select the Gusto integration.
4. Choose the Pay Classes tab.
5. Click Map Pay Classes.
6. Choose classes that match your Gusto pay schedule.
   • If none exist, create a new one: Go to Setup and click Pay Class.
7. Go back to the General tab and resync the payroll.

Error message: “No pay codes mapped”

1. Sign in to PayClock.
2. Go to Integrations. 
3. Select the Gusto integration.
4. Choose the Pay Codes tab.
5. Match each PayClock code to a Gusto earning type.
6. Click Save.
7. Go back to the General tab and resync the payroll.

Error message: “Missing punch for [employee name]”

You’ll receive this error if an employee clocked in but did not clock out for a given shift. To fix this:

1. In PayClock, go to the Timecards page.
2. Choose the Exceptions tab.
3. Resolve the exception. 
   • Click here for PayClock’s list of exception types.
4. Once you resolve the error, go back to the Integrations tab in PayClock and resync the payroll data. 

Correct a payroll that has already run

If you’ve already run a payroll in Gusto, the payroll details cannot be changed in PayClock. 

Click here to learn if you can cancel, adjust, or reverse the payroll in Gusto. 

A new hire is not showing up in PayClock Online

New hires must finish onboarding in Gusto before they’re synced to PayClock Online. If you have automatic sync set up, they may be awaiting review.

You can disconnect or delete the integration if you need to troubleshoot the integration connection or if you no longer want it to sync data. 

Disconnecting prevents syncs from running but saves all settings for later. Deleting removes all mappings and settings. 

You can reconnect the integration at any time.

Disconnect the integration 

Follow these steps if you need to disconnect and reconnect the integration due to an error, or if you simply no longer want data to sync between Gusto and PayClock.

1. Sign in to PayClock.
2. Go to Integrations. 
3. Select the Gusto integration.
4. Click the Manage dropdown.
5. Choose Disconnect from Gusto.

Data will no longer sync between Gustp and PayClock. Your previously synced data and integration settings are stored—they are not deleted from either platform. You can reconnect the integration at any time.

Delete the integration

Here’s what deleting the integration does:

• Disconnects the sync.
• Deletes any integration settings/employee mappings that were set up. 
• Removes Gusto from the export list in PayClock. 
• For any PayClock data fields that were locked by syncing with Gusto, they will become available to edit in PayClock again.

Here’s how to delete the integration: 

1. Sign in to PayClock.
2. Go to Integrations. 
3. Select the Gusto integration.
4. Click the Manage dropdown.
5. Choose Delete.

Contact PayClock directly at [email protected] or (404) 691-1064.